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Clinic Management

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Clinic Management

Clinics provide health services directly to consumers.

Some key business processes

  1. Specialists provide services

    1. They normally have a calendar of attendance

    2. They may price their services differently to others with the same speciality

    3. They may not offer all services offered by others with the same speciality

    4. They may

      1. Pay rent for room space regardless of bookings

      2. Pay a % of what they invoice to customers

      3. Get paid when they complete a service

    5. They will have a “Healthcare Provider Number” on their person

  2. Customers purchase services

Customers shopping on the Web

Customers may already be logged in

  • In this case we know who they are

  • In this case we may already have the ability to take cc payment (via eway)

Customers may not have logged in yet (Guest) and a login is created on payment

Shopping

Landing Page

 

Gift vouchers ($ Value)

Bulk Buys

 

Bundles of services and or products

Buying Products

All products will by default be listed. To hide set “Shopping Cart Status” to “Hidden”

Booking Appointments Wizard

Select the Therapies you would like to book

 

Then choose from available Sessions

Review summary of sessions chosen before checkout

Customer Surveys pre-visit

When a Therapy Session has been booked that requires a pre-visit survey then the customer will get an email with a link to the survey

If the survey includes a waiver then confirmation must be selected before any questions can be answered

If the survey requires a signature then a web based signature panel must be completed (can use touch screen like phone or computer or can use mouse).

When the survey is filled in - it takes a copy of the current survey definition then captures the answers and holds the questions and answers on the session and provides visibility to the therapist.

Therapists may have a separate survey to fill in during a session

Venue Dashboard

The Venue Dashboard covers all rooms / Practitioners for the day

  • Right click on any session to

    • mark arrived (will change to yellow)

    • Take payment (opens in POS so can add any other sales)

    • Open session

      • to move - lists available future times

      • review - can update any details, re-send surveys, flag as problem

      • cancel - with or without penalty using rules

Badges indicate first time attendees, friends of the clinic, overdue amounts, problem flags and other items

New Bookings can be made via the calendar - right click (future time and date) to create a booking with the therapist in the room

Therapist Rostered shifts

Practitioners have regular schedules that can be updated for changes on an individual day (earlier/later start, earlier/later finish, no show / swaps, gaps).

Open any shift to update as required

Practitioners can do make changes from their portal

Customer Surveys

Link a service to a service

Service - Advanced tab - Survey Dropdown - select the appropriate survey and Save

Book a service

An email will be sent for the booking and for the survey if a survey is linked to that service

Click on the link to enter the answers to the survey questions

Waiver text can be set per survey and the customer must accept to proceed - (this survey shows no waiver text)

Questions can be viewed one at a time (above) or as a single page list (below)

Enter the answers to questions and comments

Click on Done and the answers will be updated for this booking

Point of Sale (POS)

AutoPosLogin role has “IsSalesManager” > 9 so POS Sales Rep will default to the logged in user.

Alternative is initials + PIN or Thumbprint scanner to update Sales Rep on POS orders

First page is to Find / create the customer

Then uses the same processes as the customer on the web above.

  1. Add

    1. services and choose dates

    2. products (indicate mail out or pickup )

    3. bulk buys

    4. Bundles

  2. Checkout payment

    1. Any credit notes

    2. Health Fund Membership for claim attempt

    3. On file credit cards (via Eway)

    4. Physically present cards (via Tyro)

Booking Sessions via the POS

Passive Services (room only)

  1. Select a service

  2. Choose a date

    1. If other services in the cart have a date it will default

    2. if the time is significantly different to other bookings same date will alert user

    3. If a qualification survey is required (Type Appointment Qualification)

  3. Added to the cart

  4. Deposit Amount shows

Active Services (Therapist Required)

Active Services

  1. Require selection of a Therapist to determine possible dates

  2. Pricing may vary by level of therapist if pricing by level is setup

  3. otherwise same as passive

Therapy Packs (Bulk Buys)

If A pack is the same service as a pack in the cart then the deposit is not active for that service

  1. purchase a sauna (deposit shows)

  2. Add a pack of 5 > deposit is removed from other Sauna item in the pos

Bundles (Different Services as a bundle)

Bundles when added explode to see the services that have been added

  • Bundle has the revenue in the POS

  • Services do not have separate prices in the POS

Customers Bundles use

  1. Once a bundle has been purchased - they are listed on the person

    1. Bundle, purchased, used, Date purchased, expiry date

Booking Wizard

Booking Wizard goes through

  1. Selection of an area / Areas

  2. Selection of a therapist (if required)

    1. Therapists may have different price levels

  3. Selection of a date

  4. Tick “book another date” > adds another booking to the Wizard

Customer Receipt

A4 emailed receipt

Header information to include ref#, customer name, date and time, clinic address, person who served them etc.

Item

Qty

Total

Pay now

GST

Today

Hicaps

Remaining

Notes

 

Follow up Colonic (4 Pack)

1

 $ 550.00 

 $ 550.00 

 y 

1

 $  150.00 

3

 purchased, used 1 

 

Hemagenics Iron Advanced 30 Caps

1

$1 8.00

$ 18.00

y

1

 

 

Stock paid and taken today

 

XCryo (Localised Cryotherapy Treatment) - paid 12/7

1

 

 

 

1

 

 

paid before used today

 

Natropathy session Today

1

$ 250.00

$ 250.00

y

1

$180.00

 

purchased today and used today

 

Natropathy session 12/12 Deposit

1

$ 250.00

$ 125.00

NA

 

 

 

deposit for future session

 

ALTR - senior initial session 12/12 deposit

1

 $ 450.00 

$ 250

y

 

 

 

 deposit for future session 

 

Sauna Session (5) and health Bundle

1

 

 

 

1

 

2

 bundle owned - used 1 

 

  • Hemagenics VitC Advanced 30 Caps

1

 

 

 

1

 

 

 From sauna session bundle 

 

 

 

 

 

 

 

 

 

 

 

Total inc GST

 

 $ 1,518.00 

 $ 1,193.00 

 

4

 $ 330.00 

 

 

 

GST included

 

 $ 126.80 

 $ 106.80 

 

 

 

 

 

 

Hicaps

 

 

$330.00

 

 

 

 

 

 

Balance required today

 

 

 $ 863.00 

 

 

 

 

 

 

CC Payment 1

 

 

 $ 100.00 

 

 

 

 

 

 

Voucher 1234

 

 

 $ 100.00 

 

 

 

 

 

 

Cash 

 

 

 $ 663.00 

 

 

 

 

 

 

POS receipt layout

Also used for layout on phone

Item

Qty

Pay now

Follow up Colonic (4 Pack)

1

 $    550.00 

  • Total $550

 

 

  • GST inclusive Price

 

 

  • 1 used today, 3 remaining

 

 

Hemagenics Iron Advanced 30 Caps

1

 $      18.00 

XCryo (Localised Cryotherapy Treatment) USED

1

 

  • Paid 12/7 and used today

 

 

Natropathy session Today

1

 $    250.00 

Natropathy session 50% Deposit

1

 $    125.00 

  • Booking 12/12

 

 

ALTR - senior initial session 50% deposit

1

$250

  • Booking 12/12

 

 

  • GST Free

 

 

Sauna Session (5) and health Bundle USED

 

 

  • Hemagenics VitC Advanced 30 Caps

1

 

  • Sauna Session Used Today

1

 

  • Remaining 3 Sauna Sessions

 

 

 

 

 

Total Ordered today (incGST)

 

$1,518

GST

 

 $   126.80 

Total Payment Required Today

 

 $ 1,193.30 

HiCaps Claim

 

 $    330.00 

Payment Balance Required Now

 

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